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Expense Report

porclaude-office-skills

This skill helps you organize business expenses into clear, categorized reports suitable for reimbursement requests, accounting, and tax preparation.

Finanzas Productividad

Expense Report

Overview

This skill helps you organize business expenses into clear, categorized reports suitable for reimbursement requests, accounting, and tax preparation.

Use Cases:

Creating expense reimbursement reports
Organizing receipts for tax preparation
Categorizing business expenses
Summarizing travel expenses
Preparing monthly/quarterly expense summaries

How to Use

Provide your expense information (receipts, transactions, or descriptions)
Specify the purpose (reimbursement, tax prep, budget tracking)
Tell me your expense categories or policies
I'll create a structured expense report

Example prompts:

"Create an expense report from these receipts for my business trip"
"Categorize and summarize my expenses for the month"
"Format these expenses for reimbursement"
"Help me organize my freelance business expenses for taxes"

Expense Report Templates

Standard Reimbursement Report

markdown

# Expense Report

**Employee:** [Name]
**Department:** [Department]
**Report Period:** [Start Date] - [End Date]
**Purpose:** [Business trip / Project / General]
**Submission Date:** [Date]

## Summary
| Category | Amount |
|----------|--------|
| Transportation | $XXX.XX |
| Lodging | $XXX.XX |
| Meals | $XXX.XX |
| Other | $XXX.XX |
| **Total** | **$XXX.XX** |

## Expense Details

### Transportation
| Date | Description | Vendor | Amount | Receipt |
|------|-------------|--------|--------|---------|
| [Date] | [Description] | [Vendor] | $XX.XX | ✓ |

### Lodging
| Date | Description | Vendor | Amount | Receipt |
|------|-------------|--------|--------|---------|
| [Date] | [Hotel name] | [Vendor] | $XX.XX | ✓ |

### Meals & Entertainment
| Date | Description | Attendees | Business Purpose | Amount | Receipt |
|------|-------------|-----------|------------------|--------|---------|
| [Date] | [Restaurant] | [Names] | [Purpose] | $XX.XX | ✓ |

### Other Expenses
| Date | Description | Category | Amount | Receipt |
|------|-------------|----------|--------|---------|
| [Date] | [Description] | [Category] | $XX.XX | ✓ |

## Approvals
- [ ] Employee Signature: _____________ Date: _______
- [ ] Manager Approval: _____________ Date: _______
- [ ] Finance Approval: _____________ Date: _______

## Notes
[Any additional context or explanations]

Travel Expense Report

markdown

# Travel Expense Report

**Traveler:** [Name]
**Trip Dates:** [Start] - [End]
**Destination:** [City, Country]
**Business Purpose:** [Reason for travel]

## Trip Summary
- **Duration:** [X] days
- **Total Expenses:** $X,XXX.XX
- **Per Diem Allowance:** $XXX.XX
- **Variance:** +/- $XX.XX

## Pre-Trip Expenses
| Item | Vendor | Amount | Date Paid |
|------|--------|--------|-----------|
| Flight | [Airline] | $XXX.XX | [Date] |
| Hotel Booking | [Hotel] | $XXX.XX | [Date] |
| Conference Registration | [Event] | $XXX.XX | [Date] |

## Daily Expenses

### Day 1 - [Date]
| Category | Description | Amount |
|----------|-------------|--------|
| Transport | Airport taxi | $XX.XX |
| Meals | Dinner | $XX.XX |
| **Day Total** | | **$XX.XX** |

### Day 2 - [Date]
| Category | Description | Amount |
|----------|-------------|--------|
| Meals | Breakfast/Lunch/Dinner | $XX.XX |
| Transport | Uber to meeting | $XX.XX |
| **Day Total** | | **$XX.XX** |

## Expense by Category
| Category | Amount | % of Total |
|----------|--------|------------|
| Airfare | $XXX.XX | XX% |
| Lodging | $XXX.XX | XX% |
| Ground Transport | $XXX.XX | XX% |
| Meals | $XXX.XX | XX% |
| Other | $XXX.XX | XX% |
| **Total** | **$X,XXX.XX** | 100% |

## Receipt Checklist
- [ ] Flight confirmation/receipt
- [ ] Hotel invoice
- [ ] Ground transportation receipts
- [ ] Meal receipts over $[threshold]
- [ ] Other expense receipts

Monthly Expense Summary

markdown

# Monthly Expense Summary

**Period:** [Month Year]
**Prepared by:** [Name]
**Business:** [Business Name]

## Overview
| Metric | Amount |
|--------|--------|
| Total Expenses | $X,XXX.XX |
| vs Last Month | +/-XX% |
| vs Budget | +/-XX% |

## Expenses by Category

### Operating Expenses
| Category | Amount | Budget | Variance |
|----------|--------|--------|----------|
| Rent/Utilities | $XXX.XX | $XXX.XX | $XX.XX |
| Software/Subscriptions | $XXX.XX | $XXX.XX | $XX.XX |
| Office Supplies | $XXX.XX | $XXX.XX | $XX.XX |

### Professional Services
| Category | Amount | Budget | Variance |
|----------|--------|--------|----------|
| Legal | $XXX.XX | $XXX.XX | $XX.XX |
| Accounting | $XXX.XX | $XXX.XX | $XX.XX |
| Consulting | $XXX.XX | $XXX.XX | $XX.XX |

### Marketing & Sales
| Category | Amount | Budget | Variance |
|----------|--------|--------|----------|
| Advertising | $XXX.XX | $XXX.XX | $XX.XX |
| Events | $XXX.XX | $XXX.XX | $XX.XX |
| Travel | $XXX.XX | $XXX.XX | $XX.XX |

## Top 10 Expenses
| Rank | Date | Description | Category | Amount |
|------|------|-------------|----------|--------|
| 1 | [Date] | [Description] | [Category] | $XXX.XX |
| 2 | [Date] | [Description] | [Category] | $XXX.XX |

## Notes & Anomalies
- [Explanation for any unusual expenses]
- [Budget variance explanations]

Expense Categories

Common Business Categories

Category	Examples	Tax Deductible
Travel	Flights, hotels, car rentals	Usually yes
Meals & Entertainment	Client dinners, team lunches	50-100%
Transportation	Taxi, Uber, parking, mileage	Yes
Office Supplies	Paper, pens, printer ink	Yes
Software & Subscriptions	SaaS tools, apps	Yes
Professional Development	Courses, books, conferences	Usually yes
Communication	Phone, internet	Partial
Professional Services	Legal, accounting	Yes
Marketing	Ads, promotional materials	Yes
Equipment	Computer, office furniture	Depreciated

IRS Category Alignment (US)

IRS Category	Description
Advertising	Marketing and promotional
Car and Truck	Vehicle expenses
Commissions	Payments to contractors
Contract Labor	Freelancer payments
Depreciation	Asset depreciation
Insurance	Business insurance
Interest	Business loan interest
Legal and Professional	Attorney, CPA fees
Office Expense	General office
Rent	Workspace rental
Repairs	Equipment maintenance
Supplies	Business supplies
Taxes and Licenses	Business taxes
Travel	Business travel
Meals	Business meals (50%)
Utilities	Business utilities

Processing Guidelines

Receipt Requirements

Keep receipts for: All expenses over $25 (US) or local threshold
Required info: Date, vendor, amount, payment method
Meals: Include attendees and business purpose
Missing receipts: Note explanation in report

Currency Conversion

Use exchange rate from date of expense
Document rate source (bank, XE.com, etc.)
Keep in original currency + converted amount

Mileage Calculation

Current IRS rate (2024): $0.67/mile (verify current rate)
Document: Date, destination, purpose, miles
Use odometer readings or mapping app

Output Format

markdown

# Expense Report

**Period:** [Dates]
**Total:** $X,XXX.XX

## Summary by Category
[Category breakdown table]

## Detailed Expenses
[Line items with all required info]

## Missing/Notes
[Any issues to address]

Limitations

Cannot scan or read receipt images directly
Tax advice should be verified with a professional
Exchange rates should be verified for accuracy
Company policies may have specific requirements
Cannot submit reports to your expense system

Examples

Example: Quick Expense Organization

Input:

code

uber to airport $45
flight to NYC $380
hotel 2 nights $420
dinner with client john from acme $125
coffee and breakfast $35
uber to meetings $28
lunch meeting $65
return flight $395
uber home $42

Output:

Travel Expense Report

Trip: NYC Client Visit
Dates: [Dates based on context]
Purpose: Client meeting with Acme Corp

Summary

Category	Amount
Airfare	$775.00
Lodging	$420.00
Ground Transportation	$115.00
Meals & Entertainment	$225.00
Total	$1,535.00

Detailed Expenses

Airfare

Date	Description	Amount	Receipt
[Day 1]	Flight to NYC	$380.00	Needed
[Day 3]	Return flight	$395.00	Needed
Subtotal		$775.00

Lodging

Date	Description	Amount	Receipt
[Day 1-2]	Hotel (2 nights)	$420.00	Needed

Ground Transportation

Date	Description	Amount	Receipt
[Day 1]	Uber to airport	$45.00	✓ App
[Day 2]	Uber to meetings	$28.00	✓ App
[Day 3]	Uber to home	$42.00	✓ App
Subtotal		$115.00

Meals & Entertainment

Date	Description	Attendees	Purpose	Amount	Receipt
[Day 1]	Client dinner	John (Acme)	Account review	$125.00	Needed
[Day 2]	Breakfast/coffee	Self	Working meal	$35.00	Optional
[Day 2]	Lunch meeting	[TBD]	[Purpose]	$65.00	Needed
Subtotal				$225.00

Action Items

Collect flight confirmation emails
Get hotel invoice/folio
Save restaurant receipts for meals over $25
Document business purpose for client dinner
Confirm lunch meeting attendees